How to organise a benefit concert from start to finish

A benefit concert needs two plans running together: a reliable live show and a clear way to raise money. Start by fixing the date, venue and charity target, then secure permits, performers and technical equipment before promoting the event. Registrations, dietary information, catering and volunteer cover should be tracked in one place. On the day, allow time to build the stage, connect power, test every microphone and payment terminal, and brief the people handling donations.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Set the charity goal
2 people
3
Check permits
4
Book performers
2 people
5
Prepare performance schedule
2 people
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Publish online promotion
2 people
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Order catering
2 people
13
Reserve equipment
2 people
14
Reserve stage
15
Gather artist information
16
Set up donation procedure
2 people
17
Test payment terminal
18
Print the run sheet
19
Do the shopping
3 people
20
Pick up chilled products
2 people

Event

21
Open venue
2 people
22
Set up the stage
4 people
23
Set up the sound system
3 people
24
Set up lighting
2 people
25
Connect power supply
2 people
26
Set up tables
3 people
27
Set up chairs
4 people
28
Hang up decorations
3 people
29
Place information signs
2 people
30
Set up the donation point
2 people
31
Set up the catering table
3 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Set out tableware
2 people
35
Welcome artists
2 people
36
Run the sound check
3 people
37
Give volunteer briefing
2 people
38
Staff the entrance desk
2 people
39
Welcome visitors
3 people
40
Distribute program
2 people
41
Give the opening speech
42
Support the first performance
3 people
43
Serve coffee and tea
3 people
44
Register donations
2 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Support the second performance
3 people
48
Guide the third performance
3 people
49
Announce break
50
Serve hot snacks
3 people
51
Carry out stage changes
4 people
52
Support the fourth performance
3 people
53
Explain the charity goal
54
Support the fifth performance
3 people
55
Announce the final donation round
56
Lead the final performance
4 people
57
Give thanks
58
Guide visitors to the exit
3 people
59
Secure donation money
2 people

Aftercare

60
Collect tableware
3 people
61
Collect waste
3 people
62
Tear down audio equipment
3 people
63
Take down lighting equipment
2 people
64
Remove decorations
3 people
65
Clear tables and chairs
4 people
66
Clean the venue
4 people
67
Check deposits and lost property
2 people
68
Return materials
2 people
69
Transfer the donation amount
2 people
70
Send thank-you messages
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 120
Stage sectionsqty 12
Dressing room tablesqty 3
Changing room chairsqty 12
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving traysqty 12

Decorations

Backdrop cloth
Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 8
Balloonsqty 100
Balloon pumpqty 2
Adhesive stripsqty 2
Directional signsqty 8

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
Speaker standsqty 2
Audio cablesqty 20
Power stripsqty 10
Extension cordsqty 12
Cable matsqty 10
Laptop
Music standsqty 6

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 12
Spare batteriesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Cleaning

Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner

Catering

Groceries

Tips

Set the charity goal before publishing invitations, and decide whether donations will be taken through registrations, a payment terminal, cash, or all three. Explain the process clearly so guests know where their contribution goes.
Book performers before advertising the concert, then build the performance schedule around arrival times, sound checks, changeovers and breaks. Collect each artist’s information early so the running order and announcements are accurate.
Treat sound and power as a separate workstream. Confirm speakers, subwoofers, mixer, microphones, DI boxes, monitor speakers and cables, and schedule a full system test before doors open rather than during the first performance.
Recruit volunteers for specific shifts instead of asking for general help. Cover registration, guest directions, artist support, donations, catering and room reset, with at least one named person responsible for each area.
Buy non-perishable supplies ahead of time, but collect chilled products on the event day. Print the run sheet and directional signs before opening the venue, and keep a short contact list for performers, suppliers and the technical lead.

Frequently asked questions

How far in advance should I organise a benefit concert?: Allow at least 8 to 12 weeks for a small concert. That gives you time to confirm the venue and date, check permits, book performers, arrange equipment, recruit volunteers and promote registrations.
When should I book performers for a benefit concert?: Book the main performers 6 to 10 weeks before the concert, before publishing the full programme. Request arrival times, technical requirements and artist information at the same time so the schedule can be built around them.
How early should the sound system be tested?: Complete the full sound and power test at least 2 hours before guests arrive. Test every microphone, DI box, monitor, speaker, cable and payment terminal, then leave time to correct faults before the first act.
How many volunteers do I need for a benefit concert?: Plan for at least 1 volunteer per 25 to 30 guests, plus a coordinator and someone responsible for donations. Add separate cover for registration, artist support, catering and guest directions during the busiest arrival period.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.